Conference Specialist

SHIFT:

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A Brief Overview

This role oversees the full logistics of CHOP's participation in professional (non-CME) conferences, ensuring seamless execution of annual plans from a single, integrated vantage point. Responsibilities include coordinating with conference and exhibit organizers on booth placement

 (with awareness of competitor positioning), managing vendor relationships, schedules, and associated activities. This role plays a critical part in aligning conference participation with CHOP's strategic marketing, PR, and clinical engagement objectives. The specialist works closely with external exhibit vendors, marketing managers, regional and national directors, and CHOP's Continuing Education team, tailoring logistics to meet individual conference goals.

What you will do

• Plan, coordinate and manage all logistic planning for professional conferences for Children’s Hospital of Philadelphia for healthcare professionals (80%)

  •Coordinate all logistics related to the hospital’s presence at professional conferences, including event registration, exhibit booth management, shipping, collateral, and on-site needs.

  •Act as the primary point of contact with conference organizers, associations, and vendors to secure contracts, lead lists, sponsorships, exhibit space, and branding placements.

  •Manage lead capture processes, including digital and manual collection methods, ensuring timely upload to CRM systems (Salesforce/health cloud) and for post-conference follow-up.

  •Develop and maintain a conference calendar and reporting dashboards to track participation, performance, and ROI metrics.

  •Coordinate all aspects of conference marketing materials with the Marketing/PR Department

  •Work with outside vendors during planning process.

  •Resolve planning problems with in-house and outside personnel.

  Monitor Budgets (10%).

  •Meet with marketing managers and outreach directors throughout planning process to monitor plans and costs.

  •Prepare final conference budgets for closing of conference.

  •Prepare final conference evaluation report with metrics.

  Review and maintain conference contracts and documentation. (10%)

  •Track and organize administrative documentation for each conference.

  •Assist in conference strategy development, including researching new opportunities and optimizing hospital presence based on past performance.

Education Qualifications

• High School Diploma / GED Required

Experience Qualifications

• At least two (2) years of event planning experience Required
• At least three (3) years of event planning experience Preferred
• Previous CME related experience Preferred

Skills and Abilities

• Intermediate proficiency with office software (Microsoft Office)
• Intermediate knowledge of accounting principles
• Intermediate knowledge of Accreditation Council for CME [ACCME] guidelines
• Basic knowledge of medical terminology and specialties
• Excellent verbal and written communications skills
• Excellent time management skills
• Excellent organizational skills
• Strong critical thinking / problem-solving skills
• Strong project management skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels
• Must be able to multi-task, project manage and demonstrate organizational skills

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.
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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.